Subsidized Wage Employment Program

ATTACHMENT No.1

RFP No. SWEP 2013-2014

Subsidized Wage Employment Program

EXHIBIT A

BID RESPONSE PACKET

THE DEADLINE FOR SUBMITTAL

IS:

December 16, 2013

2:00 P.M.

AT

Alameda County Social Services Agency

Contracts Office

2000 San Pablo Avenue, 4th Floor

Oakland, CA 94612

ATTN:Naima Jameson

Or

Marcia Mayberry

ATTACHMENTNo.1

exhibit a

BID RESPONSE PACKET

RFP No. SWEP 2013-2014

Subsidized Wage Employment Program

To:The County of Alameda, Social Services Agency

From:

(Official Name of Bidder)

• AS DESCRIBED IN THE SUBMITTAL OF BIDS SECTION OF THIS RFP, BIDDERS ARE TO SUBMIT ONE (1) ORIGINAL HARDCOPY BID (EXHIBIT A – BID RESPONSE PACKET), INCLUDING ADDITIONAL REQUIRED DOCUMENTATION, WITH ORIGINAL BLUE INK SIGNATURES, PLUS SEVEN (7) CopiesAND ONE (1) ELECTRONIC COPY OF THE BID IN PDF (OCR is preferred).

• ALL PAGES OF THE BID RESPONSE PACKET (EXHIBIT A) MUST BE SUBMITTED IN TOTAL WITH ALL REQUIRED DOCUMENTS ATTACHED THERETO; ALL INFORMATION REQUESTED MUST BE SUPPLIED; ANY PAGES OF EXHIBIT A (OR ITEMS THEREIN) NOT APPLICABLE TO THE BIDDER MUST STILL BE SUBMITTED AS PART OF A COMPLETE BID RESPONSE, WITH SUCH PAGES OR ITEMS CLEARLY MARKED “N/A”.

• BIDDERS SHALL NOT SUBMIT TO THE COUNTY A RE-TYPED, WORD-PROCESSED, OR OTHERWISE RECREATED VERSION OF EXHIBIT A – BID RESPONSE PACKET OR ANY OTHER COUNTY-PROVIDED DOCUMENT.

• ALL PRICES AND NOTATIONS MUST BE PRINTED IN INK OR TYPEWRITTEN; NO ERASURES ARE PERMITTED; ERRORS MAY BE CROSSED OUT AND CORRECTIONS PRINTED IN INK OR TYPEWRITTEN ADJACENT, AND MUST BE INITIALED IN INK BY PERSON SIGNING BID.

• BIDDER MUST QUOTE PRICE(S) AS SPECIFIED IN RFP.

• BIDDERS THAT DO NOT COMPLY WITH THE REQUIREMENTS, AND/OR SUBMIT INCOMPLETE BID PACKAGES, SHALL BE SUBJECT TO DISQUALIFICATION AND THEIR BIDS REJECTED IN TOTAL.
  

BIDDER INFORMATION AND ACCEPTANCE

1. The undersigned declares that the Bid Documents, including, without limitation, the RFP, Addenda, and Exhibits have been read.
2. The undersigned is authorized, offers, and agrees to furnish the services specified in accordance with the Specifications, Terms & Conditions of the Bid Documents ofRFPNo. SWEP 2013-2014 – Subsidized Wage Employment Program.
3. The undersigned has reviewed the Bid Documents and fully understands the requirements in this Bid including, but not limited to, the requirements under the County Provisions, and that each Bidder who is awarded a contract shall be, in fact, a prime Contractor, not a subcontractor, to County, and agrees that its Bid, if accepted by County, will be the basis for the Bidder to enter into a contract with County in accordance with the intent of the Bid Documents.
4. The undersigned acknowledges receipt and acceptance of all addenda.
5. The undersigned agrees to the following terms, conditions, certifications, and requirements found on the County’s website:

• Debarment / Suspension Policy

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• Iran Contracting Act (ICA) of 2010

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• General Environmental Requirements

[

• First Source

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• General Requirements

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• Proprietary and Confidential Information

[

1. The undersigned acknowledges that Bidder will be in good standing in the State of California, with all the necessary licenses, permits, certifications, approvals, and authorizations necessary to perform all obligations in connection with this RFP and associated Bid Documents.
2. It is the responsibility of each bidder to be familiar with all of the specifications, terms and conditions and, if applicable, the site condition. By the submission of a Bid, the Bidder certifies that if awarded a contract they will make no claim against the County based upon ignorance of conditions or misunderstanding of the specifications.
3. Patent indemnity: Vendors who do business with the County shall hold the County of Alameda, its officers, agents and employees, harmless from liability of any nature or kind, including cost and expenses, for infringement or use of any patent, copyright or other proprietary right, secret process, patented or unpatented invention, article or appliance furnished or used in connection with the contract or purchase order.
4. Insurance certificates are not required at the time of submission. However, by signing Exhibit A – Bid Response Packet, the Contractor agrees to meet the minimum insurance requirements stated in the RFP. This documentation must be provided to the County, prior to award, and shall include an insurance certificate and additional insured certificate, naming the County of Alameda, which meets the minimum insurance requirements, as stated in the RFP.

RFP No. SWEP 2013-2014Bid Title: Subsidized Wage Employment Program

This proposal is submitted for consideration of award under the RFP for the period March 1, 2014 through June 30, 2015 with option to renew for two additional fiscal years through June 30, 2017. The initial contract entered into will be for 16 months.

Name of Project: / Total Funds Requested: $ / Total No. of Placements:

Official Name of Bidder:

Street Address Line 1:

Street Address Line 2:

City: State: Zip Code:

Webpage:

Type of Entity / Organizational Structure (check one):

Corporation Joint Venture

Limited Liability Partnership Partnership

Limited Liability Corporation Non-Profit / Church

Other:

Jurisdiction of Organization Structure (e.g. Nonprofit 501c-3, Corporation, etc.):

Date of Organization Structure:Federal Tax Identification Number:

Primary Contact Information: Name / Title:

Telephone Number: Fax Number:

E-mail Address:

FISCAL AGENT/BIDDER: Signature of official authorized to sign for your agency. This Fiscal Agency will be named to receive payments. The Fiscal Agent will retain primary financial and legal responsibility for contract.
SIGNATURE of Official: / Title:
Print Name of Official: / Date:
E-Mail Address: / Phone & Fax No.

Exhibit A (Attachment No.1) – RFPNo. SWEP 2013-2014

Page 1

REQUIRED DOCUMENTATION AND SUBMITTALS

All of the specific documentation listed below is required to be submitted with the Exhibit A Attachment No.1– Bid Response Packet in order for a bid to be deemed complete. Bidders shall submit all documentation, in the order listed below and clearly label each section with the appropriate title (i.e. Table of Contents, Letter of Transmittal, Key Personnel, etc.).

Any material deviation from these requirements may be cause for rejection of the proposal, as determined at the County’s sole discretion. Please verify each item below that it is correctly submitted as per the RFP specifications and check () its corresponding Check Box.

Response Format: Check Boxes

Item / 
1. / One (1) original proposal marked “Original” plus seven(7) copies of the proposal.
2. / The “original” bid response must be signed in BLUE ink with an authorized signature.
3. / The “original” bid response is to be either loose-leaf or in a three (3)-ring binder, not bound.
4. / Proposals must be printed, on white 8 ½” by 11” paper. The font must be at least 12-point type in “Times New Roman” or equivalent font. Lines shall be single-spaced. Margins must be 1-inch from the top, bottom, left and right.
5. / Table of Contents: Bid responses shall include a table of contents listing the individual sections of the quotation/proposal and their corresponding page numbers. A separate sheet should separate each of the individual sections.
6. / Bidders must also submit an electronic copy of their signed proposal. The electronic copy must be a single file, scanned image of the original hard copy with appropriate signature, and must be on disk or USB flash drive and enclosed with the sealed hardcopy of the bid.

Response Packet:

Item / 
1. / Bidder Information and Acceptance(page 5) of Exhibit A Response Packet (Attachment No. 1)– signed
2. / Agency Description – seven pages are allowed
3. / Prior Experience –seven pages are allowed
4. / Cost Efficiency/Fiscal Management – three pages are allowed
5. / Administrative/Organizational Capacity – seven pages are allowed
6. / Service Flow Chart – two pages are allowed
7. / Projected Staff – two pages & up to six employee classifications are allowed
8. / Current References – two pages areallowed
9. / Bid Form – one page isallowed
10. / Part A. Budget for Administrative Costs – two pages are allowed
11. / Part B. Budget for Direct Service Delivery – two pages are allowed
12. / Budget Narrative - Line-item detail – four pages areallowed

Please review the Evaluation Criteria / Selection Committee section of this RFP for specific questions that will be used to evaluate and score the submitted proposal narrative composed of the following categories.

PROPOSAL NARRATIVE

AGENCY DESCRIPTION AND PROGRAM DESIGN – Seven(7) pages are allowed:

1.Briefly describe your agency’s mission and experience in providing subsidized wage employment services as required in this RFP.

2.Describe the specific services your agency proposes to provide and your program model/approach to deliver these services. Include a discussion on how your agency meets the minimum qualifications as specified in this RFP. Include the amount of your total agency budget and description of the breadth of your funding sources. If your proposal includes service delivery by subcontractors please include a description of the specific providers and their role in the project.

4.Please describe your current relationship with employers within and beyond Alameda County and detail your methodology for engaging and procuring specific employment – placement commitments.

5. Identify current employers and types of jobs (a minimum of 25) that will be made available as placements to CalWORKs participants through the Social Services AC HIRE program.

PRIOR EXPERIENCE –Seven (7) pages are allowed:

1. Describe your prior experience and expertise in providing subsidized wage employment services to public assistance, CalWORKs or similar target populations. Your response should include the number of clients served, demographics of the clientele served, partnerships and/or collaborations with other community organizations and/or County Workforce and Benefits Administration staff.
2. Describe the major program achievements and challenges. Describe potential issues or problems with this type of project and how you plan to address them.
3. Describe any innovative and unique methods and strategies that you used to supplement the core subsidized wage employment services.
4. Describe your past experience in meeting performance standards and assuring accountability. Include oversight and evaluation of the project.

COST EFFICIENCY/FISCAL MANAGEMENT – Three (3) pages are allowed:

1. Describe your fiscal management experience and the fiscal controls that will be used.
2. Describe your ability to leverage other resources for this program, either from in-kind and/or other external resources. Also, specify each additional “in-kind” and additional funding source associated with leveraged resources that your proposal has included for this service project.

Note: The fiscal agent must have knowledge of acceptable accounting practices and the ability to maintain accountability for contract funds.

ADMINISTRATIVE/ORGANIZATIONAL CAPACITY – Seven (7) pages are allowed:

1. Describe your organization’s capacity to administer a subsidized wage employment program. How many clients will be served? List the staff/positions assigned to this project, their experience, professional qualifications, education and a description of the tasks to be performed by each staff person. Explain who will be responsible for project oversight and supervision, and program evaluation. Include locations where the services will be administered (North County and South County).
2. Explain how you will engage eligible CalWORKs clients in attaining an initial subsidized wage employment placement that leads to permanent unsubsidized employment. Your response should address the services/activities,inclusive of type and schedule of post-employment services, listed in the RFP Specifications, Terms and Conditions.
3. Describe your organization’s ability to deliver culturally appropriate services; including accommodation for language and/or cultural differences.
4. Describe your methods used to tract client outcomes and the type of reports that will be generated.

REFERENCES:

Completethe attached Current References – with a minimum of three and up to five contracts you have held, for provision of services similar to those proposed that started within the last five years. Contracts cited will serve as references for this RFP. Please contact all references to verify their current telephone number and email address and their willingness to answer questions about your performance.

SERVICE FLOW CHART – Two (2) pages are allowed:

Present an implementation plan and service flow chart detailing how subsidized wage employment services will occur from initial recruitment, through service delivery and with program evaluation. Include time lines for completion of primary program components and benchmarks.

PROJECT STAFF – Two (2) pages are allowed:

Complete the boxes below for up to 6 employee classifications (classification type, not individual employees) to be involved in the subsidized wage employment program.

Job Title: / Number of employees:
Minimum Qualifications & Licenses:
Functions on the Project:
Job Title / Number of employees:
Minimum Qualifications & Licenses:
Functions on the Project:
Job Title: / Number of employees:
Minimum Qualifications & Licenses:
Functions on the Project:
Job Title: / Number of employees:
Minimum Qualifications & Licenses:
Functions on the Project:
Job Title: / Number of employees:
Minimum Qualifications & Licenses:
Functions on the Project:
Job Title: / Number of employees:
Minimum Qualifications & Licenses:
Functions on the Project:

Exhibit A (Attachment No. 1) – RFPNo.SWEP 2013-2014

Page 1

CURRENT REFERENCES

RFPNo. SWEP 2013-2014– Subsidized Wage Employment Program

Bidder Name: ______

Company Name: / Contact Person:
Address: / Telephone Number:
City, State, Zip: / E-mail Address:
Services Provided / Date(s) of Service:
Company Name: / Contact Person:
Address: / Telephone Number:
City, State, Zip: / E-mail Address:
Services Provided / Date(s) of Service:
Company Name: / Contact Person:
Address: / Telephone Number:
City, State, Zip: / E-mail Address:
Services Provided / Date(s) of Service:
Company Name: / Contact Person:
Address: / Telephone Number:
City, State, Zip: / E-mail Address:
Services Provided / Date(s) of Service:
Company Name: / Contact Person:
Address: / Telephone Number:
City, State, Zip: / E-mail Address:
Services Provided / Date(s) of Service:

BID FORM

RFP No. SWEP 2013-2014– Subsidized Wage Employment Program

Costs shall be submitted on provided forms as is. No alterations or changes of any kind are permitted, unless specifically noted. Bid responses that do not comply will be subject to rejection in total. The cost quoted below shall include all taxes and all other charges and is the cost the County will pay.

The Budget for Administrative Costs and the Budget for Direct Service Delivery will be usedto calculate the below combined monthly cost reimbursementto contractors for administrationand service delivery depending on the number of clients served.

PROPOSED TOTAL NUMBER OF CALWORKS CLIENTS TO BE SERVED: ______

TOTAL FUNDS REQUESTED (Add Part A plus Part B below): ______

COST REIMBURSEMENT TERMS
Part A. - Administrative cost
for operations and staff (not delivering direct services) / Line-item Cost Reimbursement
of Admin Expenditures
(Complete Part A. Budget for Administrative Costs)
Part B. - Client direct service delivery cost for case management, wraparound
and post-employment services / Performance Reimbursement
of Services Provided Per Client
(Complete Part B. Budget for Direct Service Delivery)
TOTAL COMBINED FUNDING REQUEST (Total of Part A & Part B Budgets) / $

Bidder agrees that the price(s) quoted are the maximum they will charge during the term of any contract awarded. Bidder also agrees that they will be reimbursed for only those actual project expenditures incurred and number of direct service units provided monthly.

ORGANIZATION:

______TITLE:______DATE:______

PRINTED NAME: ______SIGNATURE:______

Part A. BUDGET FOR ADMINISTRATIVE COSTS

RFP No. SWEP 2013-2014– Subsidized Wage Employment Program

Utilizing this budget format, please detail all non-direct service administrative/fiscal staff, operations and subcontractor costs. Present the line-item category in Column #1 (add rows and make changes as relevant to your specific program service delivery). Detail the line-item costs in Column #2. Contractor will be paid monthly for theirbudgeted administrativeexpenditures through cost reimbursement.Use the total below from this budget for PartA of the Cost Reimbursement Terms on page 11.

Two pages are allowed.

BUDGET CATEGORY / (3/01/13 – 6/30/14) LINE-ITEM COST
ADMINISTRATIVE ANDFISCAL
MANAGEMENT
Staff Salaries: (list staff and # of FTE% for each position, not offering direct services)
1.
2.
Staff Benefits:
Subcontracts:
1.
2.
Staff Benefits:
Administrative/Operations Costs:
Travel
Recruitment/Advertising
Office supplies
Telephone/Communications
Rent/Utilities
Insurance
Equipment
Audit
Printing
Indirect Costs: (__ %)**
TOTAL ADMINISTRATIVE COSTS
(Use this total for PartA on page 11)

** Bidder should base this submission on their own indirect cost schedule and utilize the line- item detail explanation page(s) to describe and define formula and/or those cost elements that make up the Bidder’s indirect cost structure.

Part B. BUDGET FOR DIRECT SERVICE DELIVERY

RFP No. SWEP 2013-2014– Subsidized Wage Employment Program

Utilizing this budget format, please detail all costs for direct service delivery for wraparound and post-employment servicesas detailed in your proposal narrative for this RFP.List the category in Column 1 (add rows and make changes to categories as relevant to your program). Detail the monthly unit cost per client in Column 2, the number of clients served in Column 3, enter 6for the number of months for the wage subsidy period in Column 4;multiply columns 2,3 and 4 for the total in Column 5. Contractor will be paid monthly for service delivery based on the per client unit costs below and number of clients served. Use the total below from this budget for Part B of the Cost Reimbursement Terms on page 11.Two (2) pages are allowed.

DIRECT CLIENT
SERVICE CATEGORIES / MONTHLY UNIT COST PER CLIENT / NUMBER OF CLIENTS
(Enter 1-50) / MONTHS OF WAGE SUBSIDY (Enter 1-6) / TOTAL
Workshops/Trainings
Case Management
Life Skills Counseling
Mentorship
Referral to Safety Net Programs/Housing
Vocational/Skill Set Training
Financial Education
Continuing Education
Individualized Development Accounts
ESL/VESL classes
Professional/Management Training
Certification Program/Training
Retention/Re-employment Services
Employer Development/Training
Other (specify)
Other (specify)
TOTAL COSTS
(Use total of column 5 for Part B on page 11)

BUDGET NARRATIVE – Line-item Detail